I visited the school to see if:
- The current system was easy to use for the staff.
- They found it easy to store data.
- The receptionists encounter any problems during everyday use of the current system.
- The current system was fast and easy to access to allow the office staff to do their job quickly.
Interview
Do you find the current system easy to use? Why?
No because it takes too long to find data that is in the filing cabinets.
What will you need in the new system I am creating for you?
I will need the spreadsheet to calculate the predicted profit/loss and easy to access quickly and efficiently.
What data does the Spreadsheet I am creating for you need to store?
The spreadsheet will need to store the predicted income from each stall, predicted number of ticket sales and the name and person running each stall.
What is wrong with the current system?
It takes too long to find information, It could easily be lost or destroyed and the cabinets take up too much space.
Observation Notes
Whilst I was at School I observed that the current system:
- Took too long to get information from.
- Took up a whole room full of filing cabinets.
- Often had data missing which had been lost or destroyed.
Alternative Methods of Solution
Improving the current manual system
To improve the current manual system I could:
- Get the files put into folders
- Get the Data kept Neat
- Make sure There are copies of the Data in case of damage or loss
- Make sure the data is put away after use
- Make sure the data is easy to get to and not hidden away
- Make sure all the folders and filing cabinets are labelled
- Keep the Folders in alphabetical order to be able to find them easier.
Disadvantages of doing this:
- The data could still be lost or destroyed
- The data could still take up to 5 minutes to find
- The data will still take up the same amount of room
- The data could get messy again if the files are not kept tidy
Use a Spreadsheet
You could put all your data on to one spreadsheet so that the data:
- Takes up less space
- Is easy to find
- Is easy to access
- Is easy to edit
- Is Easy to delete
- Is quick to access
Disadvantages of using a spreadsheet:
- The data is not kept in separate tables
- The data is all over the place in the spreadsheet and you cant search for members or bookings.
- You cant set validation rules or use lookup wizards
Use a Database
You could put all the data in to a database so that the data:
- Takes up less space
- Is easy to find
- Is easy to access
- Is easy to edit
- Is easy to delete
- Is quick to access
- Is sorted into different tables so that its easier to find
- Is all in one place and can be accessed from a computer at the receptionists desk.
Disadvantages if using a database:
- Some people could find it hard to use the database at first
- It costs money to buy the computers and software to use a database
- The users could need training to use the database
I would use a Spreadsheet because it is easier to use than a database because you can put the data into graphs and charts to see it easier and also you can calculate sums automatically. Also a spreadsheet will take up less room than a manual system a lot tidier. Also data is a lot quicker to find on a spreadsheet than on a database or manual system.
